About us

Ikon Science is a global provider of geopredictive and knowledge management software and solutions to optimize subsurface discovery and production. For over 20 years, Ikon’s dedicated service-minded teams have applied deep scientific expertise and technology innovation to help customers extract more actionable knowledge from sophisticated subsurface data. Ikon helps customers make the best moves – improving accessibility and accuracy, accelerating results and lowering costs. 

With offices located around the world in including; London, Houston, Kuala Lumpur, Calgary and Rio de Janeiro, Ikon services all major hydrocarbon geographies – delivering global solutions with local service and support. Award winning RokDoc® geopredictive software, Curate knowledge management software, QI Solutions, GeoPressure and GeoMechanics Consultancy, and Roknowledge Studies make Ikon the proven partner for subsurface success.

About the role

The Office Administrator will have responsibility for the smooth running of the Kuala Lumpur office, ensuring that facilities, health and safety and reception duties are maintained.

This role will also provide Accounts Payable support when required.

Key Responsibilities: 

Reception

• Answering, screening, and forwarding incoming calls.
• Meeting and greeting visitors to the business.
• Issuing and keeping an up-to-date record of staff and visitor access cards.
• Managing car park access when required.
• Planning and organizing teambuilding events for Kuala Lumpur office.
• Internal mail distribution and dispatch of outgoing post and organizing couriers as and when necessary.
• Ensuring cleaners maintain reception, meeting rooms and pantry areas in a tidy state.

Office management

• Reporting communal areas building faults to landlord as and when necessary.
• Establishing and maintaining a schedule of repair works for the office.
• Responsible for the Health and Safety checks and maintain relevant records for inspection.
• Liaising with the Landlord, Ilham Tower, on fire drills and ensuring fire safety equipment is regularly maintained.
• Arranging contractors to attend site to repair/maintain any issues relating to the office.
• Responsible for ensuring the work carried out by office cleaners is up to standard.
• Monitoring and ordering office supplies including stationery, groceries and refreshments as required.
• Responsible for the ordering and setting up of lunches/refreshments throughout training courses.
• Ensure records are maintained and reporting to Account Payable for all items purchased.
• Maintain and distribute list of public holidays and absence data and filing.
• Assisting with Maxis queries.
• Provide additional support to the Finance team as and when required.
• Managing print material for training and marketing.

Travel

• Arrange employees’ access to travel booking tool so they can book their own travel.
• Provide ad-hoc support for organising travel and visas and resolve travel issues.
• Booking local accommodation for visiting staff members.
• Booking taxis as and when requested.

Other

• Collect and provide quarterly/yearly reporting on company’s ESG (Environmental, Social and Governance) measures including recycling, CO2 emissions and charitable activities.
• Complete ad-hoc administrative work as directly by the line manager, from time to time.

Key Responsibilities: 

• Responsible for managing the maintenance of the office space and compliance with Health and Safety requirements.
• Monitoring of office supplier and resources.
• Collation and reporting of office ESG measures.

Experience

• Experience of using Microsoft office products is essential. In particular, Outlook, Excel, and Word.
• Will have experience of working in an office environment.
• Experience of office management and maintaining Health and Safety compliance.
• Previous experience providing sales support would be advantageous.

Qualifications

• Minimum SPM Certificate holder.
• Proficiency in English and Bahasa Malaysia.
• Diploma or Degree holder is desirable.

Technical Competencies

• Excellent communication skills both written and verbal.
• Strong attention to detail.
• Excellent planning and organizational skills
• Ability to work to deadlines and manage own workload.

Behaviour Competencies

• Ability to work as part of a team.
• Willingness to roll sleeves up to get things done.
• Collaborative and strong desire to help work colleagues.
• Self-Starter / able to work unsupervised.
• Curious and enthusiastic, willingness to learn.
• An ability to multitask is essential.